HubSpot Integration - OrbitForms

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Overview

Connect your OrbitForms forms to HubSpot CRM and automatically create or update contacts and companies when forms are submitted. Perfect for capturing leads, managing customer inquiries, and powering your marketing automation.

Why This MattersManual lead entry is slow and error-prone. With the HubSpot integration, every form submission automatically creates or updates a contact in your CRM, saving your team hours of data entry and ensuring leads never slip through the cracks.

Key Features

Create Contacts

Automatically create new contacts from submissions.

Sync Companies

Create or update company records alongside contacts.

Smart Deduplication

Update existing records if email matches.

Activity Timeline

Branded activity notes appear in HubSpot.

Import from HubSpot

Moving your CRM over? Orbit pulls your HubSpot portal itself, in the background, from Settings → Migrate CRM (or Settings → Integrations → HubSpot → Import from HubSpot). For the full walkthrough, see Migrate from HubSpot. You pick what to bring and Orbit does the rest; a portal with tens of thousands of contacts is done in well under an hour, and you can keep using HubSpot while it runs. What comes over

HubSpot	Orbit
Contacts (with owner, company, job title, phone, creation date, lifecycle stage, lead status, custom properties)	Contacts, linked to their companies, with their lifecycle stage and lead status in Orbit’s own fields. Stages and statuses your portal added are added to Orbit’s lists (Settings → Lifecycle) under the same names
Companies, with their parent and child companies	Companies, matched by domain, with their lifecycle stage and the same parent/child links (a link whose other company was not imported is listed under the run’s problems)
Deal pipelines and stages	Pipelines with the same stages; closed stages at 100% become won stages, other closed stages lost
Deals (amount, close date, owner, company, contacts)	Deals in the matching stage; won and lost deals keep their close date
Custom properties	Custom fields (up to 50 per object)
Notes, emails, calls, meetings, tasks	The record’s timeline, with the original time and author
Opted-out and bounced contacts	The unsubscribe list, so nobody is emailed by mistake

Owners are matched to Orbit members by email, so invite your team first. Every record keeps its HubSpot id: running the import again updates what changed instead of creating duplicates, and a run that stops can be resumed where it left off. Reading your portal. The import reads HubSpot with a service key you create for it, never through the connected account: in HubSpot go to Settings → Integrations → Service keys (in some accounts, Development → Keys → Service keys), click Create service key, add the scopes below (a super admin is simplest: anyone else needs Developer tools access, and a key can only be given scopes its creator already has), then open the key, click Show and Copy, and paste it into the import dialog. HubSpot stopped new legacy private apps in October 2026; a token from a private app you already have still works. The key is used for this import only. It is deleted when the run completes or is cancelled; a failed run keeps it so you can resume without pasting it again.

crm.objects.contacts.read   crm.objects.companies.read   crm.objects.deals.read
crm.objects.owners.read     crm.schemas.contacts.read    crm.schemas.companies.read
crm.schemas.deals.read      sales-email-read

Files attached to HubSpot records and marketing assets (templates, sequences, workflows) are not imported. To drive a migration from code instead, see Migrating from another CRM.

Before You Begin

A HubSpot account (Free, Starter, Professional, or Enterprise)
Admin or Super Admin permissions to install integrations
A form with at least an Email field

Choose Your Setup Method

You can sync form submissions to HubSpot in two ways. Choose based on your needs:

Integration Page

Connect HubSpot from your Integrations page and configure form-to-CRM field mappings directly.Best for:

Quick setup with OAuth authentication
Simple 1:1 form-to-HubSpot mapping
Syncing all submissions without filtering

Set up via Integration Page

Workflows

Add HubSpot as a destination in your workflows for advanced control over which leads sync.Best for:

Filtering by lead score or qualification
Enriching data before syncing to HubSpot
Combining with AI Agent qualification

Set up with Workflows

Integration Page vs. Workflows: Which Should You Use?

Integration Page Use the Integration page when you want to send all form submissions directly to HubSpot without any filtering.

Simple form-to-HubSpot mapping
No need for lead qualification first
Fastest setup for basic CRM sync

Workflows Use Workflows when you need filtering, enrichment, or AI qualification before sending to HubSpot.

Filter by lead score or qualification
Enrich leads before syncing (Clay, etc.)
Use AI Agent to qualify first

Learn more about Workflows

Integration Page Setup

Connect HubSpot to OrbitForms using OAuth and configure which forms sync to your CRM.

Step 1: Connect Your HubSpot Account

Go to Integrations in OrbitForms

From your dashboard, click “Integrations” in the left sidebar.Dashboard → Integrations (left sidebar)

Find HubSpot

Scroll down or search for “HubSpot” in the integrations list.Search or scroll to find HubSpot

Click "Connect HubSpot"

Click the HubSpot card, then click the “Connect HubSpot” button.Click on HubSpot card → Connect HubSpot

You’ll be redirected to HubSpot to sign in and authorize the connection.Enter your HubSpot credentials

Grant Permissions

Allow OrbitForms to access your HubSpot account. We only request the minimum permissions needed to create contacts and companies.Click "Allow" to authorize

Secure OAuth ConnectionOrbitForms uses OAuth 2.0 to connect to HubSpot. We never see your password, and you can revoke access at any time from your HubSpot settings.

Step 2: Configure a Form Mapping

Go to the Field Mapping tab

After connecting, you’ll see the HubSpot configuration panel. Click the “Field Mapping” tab.HubSpot config → Field Mapping tab

Select a form to configure

You’ll see a list of your forms. Click on the form you want to sync to HubSpot.Click on a form from the list

Choose what to sync

Toggle on “Contacts” to create contact records, and optionally “Companies” to create company records as well.Toggle Contacts and/or Companies

Map your form fields

For each form field, select the corresponding HubSpot property from the dropdown. Email is required for contacts.Form field → Select HubSpot property

Configure sync settings

Choose duplicate behavior (update, skip, or create new) and whether to add activity notes.Set duplicate behavior and notes options

Save Configuration

Click “Save Configuration” to save your mappings. The form will now sync to HubSpot.Click "Save Configuration" button

Field Mapping Reference

Map your form fields to HubSpot contact properties. The email field is required for contact creation.

Contact Properties

Form Field	HubSpot Property	Required
Email	email	Required
First Name	firstname	Optional
Last Name	lastname	Optional
Phone	phone	Optional
Company	company	Optional
Job Title	jobtitle	Optional
Website	website	Optional

Company Properties

Form Field	HubSpot Property	Notes
Company Name	name	Required for company creation
Company Domain	domain	Used for deduplication
Industry	industry	Optional
Company Size	numberofemployees	Optional

Using Custom Properties

You can map form fields to any custom HubSpot property. First, create the property in HubSpot under Settings → Properties → Contact properties, then it will appear in the field mapping dropdown.

Click the refresh button in the field mapping panel to load newly created custom properties.

Duplicate Handling

Choose what happens when a contact with the same email already exists in HubSpot:

Update (Default)

Merge new data into the existing record. Properties from the form submission will update the contact.

Skip

Keep the existing record unchanged. The form submission won’t modify any HubSpot data.

Create New

Always create a new record, even if the email already exists. May create duplicates.

Using HubSpot with Workflows

For advanced use cases, add HubSpot as a destination in your workflows. This gives you more control over which submissions get sent to your CRM.

Use workflows when you need to:

Send to HubSpot only for qualified leads (after AI agent qualification)
Include enriched data in your HubSpot records (from Clay, Clearbit, etc.)
Use AI SDR to classify leads before adding to your CRM
Route different leads to different HubSpot lists or properties

Adding HubSpot to a Workflow

Create or open a workflow

Go to Workflows in your dashboard and create a new workflow or open an existing one.Dashboard → Workflows → Create/Edit

Add a trigger

Set up a Form Submission trigger for the form(s) you want to sync.Add Trigger → Form Submission

Add any intermediate steps (optional)

Add AI Agent for qualification, Enrichment nodes, or Filter nodes as needed.Add AI Agent, Enrichment, or Filter nodes

Add HubSpot destination

Click the + button and select HubSpot from the destinations list.+ Add Destination → HubSpot

Configure the HubSpot node

Choose to create contacts, companies, or both. Map your fields to HubSpot properties.Select record type → Map fields

Save and activate

Save your workflow and toggle it to Active. Leads will now flow through your workflow to HubSpot.Save → Toggle Active

Example: Qualified Leads Only

A common workflow that only sends qualified leads to HubSpot: Form Submission → AI Agent (Qualify) → Filter (Score > 70) → HubSpot

Syncing the Contact Owner

The workflow HubSpot destination includes an optional Sync contact owner toggle. When enabled, the owner assigned to the contact in OrbitForms is mirrored to the HubSpot contact owner, so the right rep owns the record in both tools. The toggle is off by default — enable it per workflow where you want owners to stay in sync.

Automatic Field Capture with HubSpot Pixel

If you have the HubSpot tracking code installed, HubSpot can automatically capture form submissions — no API configuration needed.

Embedded Forms

If your Orbit form is embedded on a page where the HubSpot pixel is already installed, HubSpot may automatically capture form field data when visitors submit the form. Note that standard Orbit embeds render the form inside an iframe, which can prevent HubSpot from seeing the submission — test this on your site, and use the API integration if you need guaranteed delivery.

Hosted Forms (Orbit URL or Custom Domain)

If you’re using an Orbit-hosted form URL, you can load your HubSpot tracking code on the form’s thank-you page:

Open your form in Orbit

Open the form in the form editor.

Go to the Settings tab

In the form editor, open the “Settings” tab and make sure the thank-you mode is set to “Page”.

Paste your HubSpot tracking code

Paste your HubSpot tracking code into the “Custom HTML / Tracking Scripts” box in the Thank You Page settings.

Save

Save — the tracking code loads on the thank-you page after each submission.

Viewing Captured Submissions

View your captured submissions in HubSpot under Marketing → Forms → Non-HubSpot Forms.

Note: This is separate from the API integration. Use the pixel for simple automatic capture, or use the API integration for full control over field mapping and workflow automation.

Troubleshooting

Contact not appearing in HubSpot?Check that the email field is properly mapped and contains a valid email address. HubSpot requires a valid email to create contacts.

OAuth connection expired?If your integration stops working, try clicking “Reconnect” in the HubSpot configuration panel. This will refresh your OAuth tokens.

Custom properties not appearing?Click the refresh button in the field mapping panel to reload properties from HubSpot. Make sure the property exists in HubSpot under Settings → Properties.

Permission errors?Ensure the HubSpot user who authorized the integration has Admin or Super Admin permissions. Limited users may not have access to create contacts or companies.

Duplicate contacts in HubSpot?Check your duplicate behavior setting. If set to “Create New”, it will create duplicates. Change to “Update” to merge data into existing records instead.

Resources

Ready to Sync Your Forms to HubSpot?

Connect HubSpot in minutes and start automatically syncing leads to your CRM. Get Started

​Start Here

​Overview

​Key Features

Create Contacts

Sync Companies

Smart Deduplication

Activity Timeline

​Import from HubSpot

​Before You Begin

​Choose Your Setup Method

Integration Page

Workflows

​Integration Page vs. Workflows: Which Should You Use?

​Integration Page Setup

​Step 1: Connect Your HubSpot Account

​Step 2: Configure a Form Mapping

​Field Mapping Reference

​Contact Properties

​Company Properties

​Using Custom Properties

​Duplicate Handling

Update (Default)

Skip

Create New

​Using HubSpot with Workflows

​Use workflows when you need to:

​Adding HubSpot to a Workflow

​Example: Qualified Leads Only

​Syncing the Contact Owner

​Automatic Field Capture with HubSpot Pixel

​Embedded Forms

​Hosted Forms (Orbit URL or Custom Domain)

​Viewing Captured Submissions

​Troubleshooting

​Resources

​Ready to Sync Your Forms to HubSpot?

Start Here

Overview

Key Features

Import from HubSpot

Before You Begin

Choose Your Setup Method

Integration Page vs. Workflows: Which Should You Use?

Integration Page Setup

Step 1: Connect Your HubSpot Account

Step 2: Configure a Form Mapping

Field Mapping Reference

Contact Properties

Company Properties

Using Custom Properties

Duplicate Handling

Using HubSpot with Workflows

Use workflows when you need to:

Adding HubSpot to a Workflow

Example: Qualified Leads Only

Syncing the Contact Owner

Automatic Field Capture with HubSpot Pixel

Embedded Forms

Hosted Forms (Orbit URL or Custom Domain)

Viewing Captured Submissions

Troubleshooting

Resources

Ready to Sync Your Forms to HubSpot?